Privacy Policy – Brompton Cleaner

This Privacy Policy explains how Brompton Cleaner collects, uses, stores, shares, and protects personal data when providing cleaning services. It applies to all Brompton Cleaner customers in the area, including prospective customers, current customers, and anyone who interacts with us in connection with our services.

1. Who We Are

Brompton Cleaner is committed to handling personal data in a lawful, fair, and transparent way. For the purposes of data protection law, Brompton Cleaner acts as the data controller for personal data collected in connection with our services, customer communications, billing, and operational activities.

2. Personal Data We Collect

We only collect personal data that is necessary for delivering our services, managing our business, and meeting legal obligations. Depending on your relationship with us, we may collect the following categories of data:

• Identity data: name, title, and any details you provide when booking or communicating with us.
• Contact data: address, email address, telephone number, and service location details.
• Service data: booking preferences, service instructions, cleaning requirements, property access notes, and service history.
• Payment data: billing details, transaction records, and payment status. We do not store more payment information than is necessary for administration and accounting purposes.
• Communication data: records of emails, messages, call notes, feedback, and complaints.
• Technical data: basic device, browser, or usage information if you interact with our digital systems.
• Compliance data: records needed to meet tax, accounting, insurance, and legal requirements.

We do not intentionally collect sensitive personal data unless it is strictly necessary and you have provided it voluntarily, or unless we are required to do so by law. If such information is ever needed, it will be handled with additional care and only for a specific lawful purpose.

3. How We Use Personal Data

We use personal data only for legitimate and clearly defined purposes. These include:

• processing enquiries and managing bookings;
• providing cleaning services and related customer support;
• recording service preferences and instructions;
• handling invoices, payments, and account administration;
• responding to complaints, queries, and service updates;
• maintaining business records and internal reporting;
• complying with legal, tax, and regulatory obligations;
• protecting the security of our business, staff, and customers;
• improving service quality and operational efficiency.

We will not use your personal data for purposes that are incompatible with the reasons it was collected, unless we have a valid legal basis to do so.

4. Lawful Basis for Processing

Under data protection law, Brompton Cleaner relies on one or more lawful bases to process personal data. These include:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes arranging bookings, delivering services, invoicing, and dealing with service-related communications.

Legal Obligation

We may process personal data where necessary to comply with legal requirements, such as tax, accounting, record-keeping, insurance, or other statutory duties.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include managing our business operations, maintaining customer records, improving services, preventing fraud, and ensuring the safety and security of our services.

Consent

In some limited cases, we may rely on your consent, for example where consent is required for a specific communication or optional activity. Where we rely on consent, you may withdraw it at any time.

5. Data Sharing and Processors

We may share personal data with trusted third parties who act as processors on our behalf. These processors only handle personal data under our instructions and are required to protect it appropriately.

Processors and service providers may include:

• bookkeeping and accounting providers;
• payment processing services;
• customer communication and email systems;
• IT support and secure data storage providers;
• software platforms used for scheduling, administration, or record management;
• professional advisers, such as legal or insurance advisers, where necessary;
• public authorities or regulators where disclosure is required by law.

We only disclose the minimum amount of data needed for the relevant purpose. Where processors are used, we require suitable contractual safeguards and security measures to protect personal data.

We do not sell personal data.

6. International Transfers

If any service provider stores or processes data outside the United Kingdom or the European Economic Area, we will ensure appropriate safeguards are in place. These may include adequacy decisions, standard contractual clauses, or other legally recognised transfer mechanisms designed to protect your personal data.

7. Retention of Personal Data

We keep personal data only for as long as necessary for the purpose for which it was collected, and for any additional period required by law. The exact retention period depends on the type of data and the reason for holding it.

• Customer service and booking records: retained for as long as needed to manage the relationship and handle follow-up queries.
• Financial and tax records: retained for the period required by applicable accounting and tax laws.
• Complaints and communications: retained for a reasonable period to manage disputes, service quality, and business records.
• Technical and security records: retained for a period necessary to maintain system integrity and investigate issues.

When personal data is no longer needed, we will delete it or anonymise it securely. We regularly review retained records to ensure they are not kept longer than necessary.

8. Data Security

We take appropriate technical and organisational measures to protect personal data from unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, limited staff access, and careful management of third-party systems.

While no system can be completely secure, we work to protect personal data in a manner that is proportionate to the nature and volume of the information we process.

9. Your Rights

Depending on your location and the circumstances of processing, you may have the following rights under data protection law:

• Right of access: to request a copy of the personal data we hold about you.
• Right to rectification: to request correction of inaccurate or incomplete data.
• Right to erasure: to request deletion of your data in certain circumstances.
• Right to restriction: to request limited processing in certain cases.
• Right to object: to object to processing based on legitimate interests or direct marketing.
• Right to data portability: to receive certain data in a structured, commonly used format.
• Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

These rights are not absolute and may be subject to legal exceptions or limitations. We will respond to valid requests in accordance with applicable law.

10. How We Handle Requests

If you wish to exercise your rights, we may need to verify your identity before responding. This is to ensure that personal data is not disclosed to the wrong person. We aim to deal with all requests within the time limits set by law and will keep you informed if we need additional information.

11. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is provided incidentally in connection with a customer service arrangement. Where we become aware that child-related data has been collected without a valid basis, we will take appropriate steps to remove or protect it.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. Any updated version will apply from the date it is published. We encourage customers to review this policy periodically so they remain informed about how their personal data is used.

13. Further Information

If you have concerns about how your personal data is handled, you have the right to raise those concerns with the relevant data protection authority. We also encourage customers to review this policy carefully and to contact us through the appropriate service channels if they need clarification about any part of it.

In summary: Brompton Cleaner processes personal data only where it is necessary, lawful, and proportionate, with suitable safeguards in place to protect customer information.